RFI_Questions_and_Answers_Amendment_to_Solicitation.pdf

DEPARTMENT OF THE AIR FORCE

AIR FORCE SUSTAINMENT CENTER (AFSC)

ROBINS AIR FORCE BASE GEORGIA

27 August 2014

Amendment to Synopsis/Solicitation # FA8501-14-R-0011

SUBJECT: RFI Responses for Grounds Maintenance Contract at Robins AFB, GA

FROM: Lionel R. Lawson, Contracting Officer

AFSC/PZIOC-R

Robins AFB, GA 31098

1. Answers to submitted RFI’s are attached with this document and entitled as “RFI Questions and Answers.

2. The proposal due deadline is hereby changed from 02 September 2014, 1630 EST to 08 September 2014, 1630 EST.

3. The requested Map is attached along with the Microsoft Excel version of the Total Evaluated Price worksheet.

4. Please note that per the RFP, there is not a deadline for submitting questions; however, the Government cannot guarantee a response if the question(s) is received within 10 or less working day before the RFP due date.

Thank you for the interest and effort in your response to this project.

Lionel R. Lawson

Contracting Officer

AFSC/PZIOC-R

Attachment 1: RFI Questions and Answers

1. Who is the current contractor?

Ashley Marie Group

2. What is the current contract amount?

The Government will not release this information.

3. In attachment 11 it lists the acres of mowing by total base area and area serviced per year. Will the Government order all of the mowing work annually? If not what will the frequency be of ordering?

Tasks orders will be done on a yearly basis. We are not telling frequency, just outcome. The contractor can determine reasonable frequency basis off of the PWS standards.

4. Since the Government is ordering mowing, will they be ordering the Improved Grounds at a frequency to ensure grass will be maintained between the 2” to 4”?

Improved will be 2”-6”. Again, we are not specifying frequency, just outcome.

The contractor can determine reasonable frequency basis off of the PWS standards.

5. If the Improved Grounds are allowed to exceed the 4” maximum height and excessive are prevalent, how will the Government compensate the contractor for the additional effort? Will the government write-up the contractor for exceeding the height standard?

Improved is 2”-6”. Again, we are not specifying frequency, just outcome. The contractor can determine reasonable frequency basis off of the PWS standards.

6. Do seed heads count in the height standards for maintenance?

Yes.

7. Since the Government is ordering mowing for the airfield, will the Government be ordering at a frequency to ensure that the vegetation will be maintained at BASH standards?

A yearly task order will be done for the airfield. We are not telling frequency, just outcome. The contractor can determine reasonable frequency basis off of the PWS standards.

8. Reference is made to paragraph 1.1.2 Edging. In attachment 11 it states that the total base area is only 5280 linear feet, I believe that there is significantly more edges, curbs, crack in hard surfaces, and expansion joints than 5,280 linear feet will the Government identify which 5,280 linear feet that the contractor is to service?

Edging will be at task order level. Edging may increase or decrease as funding allows.

9. How will the Government order work and maintain the performance maintenance standards set out in the Performance Work Statement?

Tasks orders will be done on a yearly basis. We are not telling frequency, just outcome. The contractor can determine reasonable frequency basis off of the PWS standards.

10. Will drawings be provided prior to the due date of the solicitation?

A drawing of the base will be provided. This is strictly an estimate. The map shows what is currently done on the contract. Map is included as an attachment.

11. PWS 1.1.12 MSA. What is the weight limitation on the igloos?

There is no specific weight limitation specified. However, to keep damage down to the igloo, no machinery of any kind is allowed on them. Line trimming has to be performed on these areas.

12. PWS: Is chemical eradication of the turf permitted for trimming around obstacles permitted?

Yes, as specified at the task order level.

13. Q: PWS: Please provide a list of herbicides approved for Chemical trimming of turf on Warner Robins AFB.

CHEMICAL EPA REG #

MSM TURF 66222-146

PRDIAMINE 65 WDG 66222-89

GLY-4-PLUS 72693-1

14. Q: Appendix A, item 15 states “weed control improved areas 795 acres” There is no listing in the PWS for services to be provided for “weed control”.

What is description of services to be provided?

Weed control will be weed eating or chemical treating as determined in the task order.

15. Q: Will the new contractor be allowed to utilize a growth regulator or herbicides in lieu of hand trimming?

Yes, as specified at the task order level.

16. Q: PWS 1.8 Perform Vegetation fire breaks. Will the firebreaks be in compliance when the new contractor starts work?

Yes.

17. Q: Appendix A, item 17 states “perimeter fences 8 miles” There is no listing in the PWS for services to be provided for “perimeter fences”. What is description of services to be provided?

Perimeter fencing will fall under the weed eating, spray or mowing on the task order.

18. Q: Appendix A, item 17 states “perimeter fences 8 miles” during the site visit, it was noted that the perimeter fences where not currently being maintained. Will the fences be in compliance when the new contract starts?

Yes.

19. Q 1.9 Composting.. What is the current “oral/written guidance “given by “Robins Environmental Management office” for current operations?

According to the DD Form 1423, a temperature/tonnage log will be sent to Environmental management on a monthly basis.

20. Q: Appendix A item 19 Camellia gardens What” task sheet” item will be used to order services for the gardens?

A task order will be done for Camellia Gardens. This will involve mowing, weed eating, pruning and possible tree removal.

21. Q: What is the current contract value for the last one full year performance period?

See the answer to the Question #2.

22. Q: PWS 1.5. Surface drainage ditches. During the site visit it was noted that in places, fragmites had been growing in some ditches and around ponds.

Is it the contractor’s responsibility to maintain fragmites?

These will be services regularly and identified at task order level.

23. Q: PWS 1.5. Surface drainage ditches. During the site visit it was noted that in places, some ditches and ponds were overgrown and out of maintenance. How often are the surface drainage ditches being maintained?

These will be services regularly and identified at task order level.

24. Q: PWS 1.1.7 Fertilization ..Appendix A states 795 acres.. Are the 795 acres currently being maintained for PH and fertilized? When was the last time the 795 acres where checked and adjusted for PH and alkalinity?

No and there are no records of the last time it has been sampled.

25. Q: PWS 1.1.2 Edging “contractor shall edge areas located within improved grounds” Appendix A states 2,516,704 s.f. of edging, and the Task Sheet states 5280 l.f. of edging. Which is correct?

5280 lf

26. PWS 1.1.2. Edging “contractor shall edge areas located within improved grounds”. During the site visit it was noted that a lot of areas have not been edged in some time. How often will the government order edging? Does the government want a price to edge regularly or only a few times per year?

Regulary. It will be determined on a task order level.

27. PWS 1.1.5 Police Grounds. “contractor shall police areas located within improved grounds”. During the site visit it was noted that a lot of areas have not been police in some time. How often will the government order policing?

Does the government want a price to police regularly or only a few times per year?

Regularly. It will be determined on a task order level.

28. PWS 1.1.5 Police Grounds “contractor shall police areas located within improved grounds” Appendix A states 795 acres. Task Sheet states 876 acres.

Which is correct? How many acres can the contractor plan on policing?

876 is the closer estimate at this time. Acres can change but will be determined at a task order level.

29. PWS 1.7.1 Trees states “the contractor shall prune or trim ALL trees” Appendix A states 15,500 trees. Task Sheet ID’s 25, 26, 27 state 50 trees annually. Which is correct? Should the contractor plan on 50 trees, or 15,500 trees?

50 trees is a rough estimate for the year.

30. Task Sheet id 20 states 400,000 s.f. of mulching. Appendix A has no known value stated for estimated workload data for mulching. Which is correct?

How much can the contractor plan on mulching?

Refer to the TEP worksheet.

31. PWS 1.1.7 Fertilization..Appendix A states 795 acres.. Task Sheet id 17 states 88 acres of fertilizing annually. Which is correct? How much fertilizing should the contractor plan on, 795 acres, or 88 acres?

It would be less than 795 acres. This area has been rarely fertilized over the past several years.

32. Will the government provided a list of all site visit attendees?

No.

33. Appendix A, item 17 states “perimeter fences 8 miles”. What Task Sheet item, or items will be utilized to order perimeter fence mowing?

Perimeter fencing will be covered under the mowing and weed eating. These are the services that will need to be done along that fence.

34. Page 3 of 49 of the solicitation states, “A completed bid sheet is the “ONLY” stated pricing required Do not submit pricing other than that in the Spreadsheet Attachment 11”. On Attachment 11 when dividing the “Area Serviced per Year” by the “Total Base Area” to obtain the “Frequency per Year” the result is not a whole number as shown on the Task Example sheet. For example, the Task Sheet (Blank) states that for CLIN 1 Power Edger the “Total Base Area” is 5,280 LF and the “Area Serviced per Year” is 89,760 LF. Is the offer to assume the “Frequency per Year” for this CLIN is 89,760 LF/5,280LF = 16.43 times per year? If not, how is the offer to determine the “Frequency per Year” for each CLIN?

Yes = 16.43 times a year.

35. Who is the incumbent grounds maintenance contractor?

Ashley Marie Group

36. What was the dollar amount the previous grounds maintenance contract was awarded for?

Please see the answer to Question # 2

37. What was the period of performance of the previous grounds maintenance contract?

1 year basic with 4 options ; Anticipated award date of follow-on contract is early January 2015.

38. Is the scope of work on this new grounds maintenance solicitation similar to the scope of work in the previous grounds maintenance contract?

Yes the work is similar. However, the Government cautions all potential contractors to bid towards the scope that is identified in the Performance Work Statement.

39. Will maps be provided to offerors prior to award to assist offerors with estimating bid prices?

Yes. Map will be attached.

40. Will the Government furnish fuel tanks?

Fuel tanks are provided at B-1346. However, the government will not be providing the fuel. Fuel will be the financial responsibility of the contractor.

41. It is correct to assume that the Government intends to issue one overall job order at the beginning of the contract with other job orders to follow throughout each year?

Yes, each year a task order will be issued. If there are any modifications to the contract during that year, a task order can be issued for that modification as well.

42. Can the Government please explain what areas that Base Entomology will be responsible for spraying?

They will be responsible for spraying any areas that have rock, concrete, gravel. Cracks in sidewalks or parking lots, dry rock beds, gravel parking lots, etc. are a few examples of where they would spray. Weed eating is only done in grassy areas.

43. Box # 9 on the SF 30 states that the offers are due at 12:00AM local time on September 2, 2014. However, under C. Volume I on page 42 of 49 states that, “Proposals must be received by…no later than 4:00PM Eastern Standard Time”. Can the Government please clarify what date and time the bids are due?

This information was later revised on 30 July 2014 to 16:30 EST, 2 September 2014. However, the proposal due date has been extended to 16:30 EST, 8 September 2014.

44. Box #9 on the SF 30 states that, “Sealed offers in original and 1 copies…will be received at the place specified in Item 8…”. However, Section L – Proposal Requirements on page 41 of 49 states that offerors are to submit one electronic copy and one paper copy of Volume I and two electronic copies and 2 paper copies of Volume II. Can the Government please clarify how many originals, how many copies, and how many electronic versions of each Volume is required to be submitted?

The information Section L is correct. Please follow the instructions that are set in Section L of the solicitation.